Home Programs Emergency management Emergency preparedness JEPP JEPP manual Preparation of claims

Preparation of claims

Provinces/Territories submit claims for payment against approved projects (including Multi-Year Plans) to the PSEPC regional office on the JEPP claim form, a specimen of which is attached at Annex C. Additional forms are available from PSEPC regional offices. Claim forms require the signature of the Provincial/Territorial Minister Responsible for Emergency Preparedness (or delegated official), a certified auditor's signature for those projects with a Government of Canada contribution of $50,000 or more, or the certification by a designated provincial/territorial official with appropriate fiscal accountability under provincial/territorial financial administration acts for those projects with a Government of Canada contribution of less than $50,000. The applicant is also responsible for ensuring that all credits or refunds applicable to a given project are promptly returned to the Government of Canada. The PSEPC Regional Director’s signature is also required. Once a claim has been approved, the Senior Assistant Deputy Minister responsible for Emergency Management and National Security (SADM) signs the claim, a cheque is issued and arrangements are made to reimburse the province/territory.

The claim form is a cover sheet which must be accompanied by sufficient detail to justify the expenses detailed in the approved project application and to facilitate a post audit by Government of Canada officials. Claims must include a detailed breakdown of expenditures which correspond to the estimated expenditures and details submitted with the original application and any approved amendments to that application. Some examples of the type of accounting detail required are:

A claim may be either interim or final but must be identified accordingly at the top of the form.

In addition to the requirements already detailed, a claim must be accompanied by a statement describing the arrangements made to fulfill the Government of Canada recognition commitment and this should be followed up by photos, news clippings etc.

The Government of Canada share of JEPP is allocated on a fiscal year basis (April 1-March 31) and unexpended funds lapse at the end of the year. It is important, therefore, to submit claims as soon as the project is completed and, in any case no later than April 10 of the fiscal year following that in which the project was approved. Although normally, a claim cannot be paid out of a previous year's funds once that year is over, there is one exception and that concerns claims for projects completed before the end of the fiscal year, but which lack the necessary supporting documentation to meet the deadline. In such circumstances, a province/territory must advise the PSEPC regional office before April 10 to protect the funding under the federal PAYE (payables at year-end) procedures. These claims must then be submitted no later than June 15.

The total claimed cannot exceed the maximum Government of Canada contribution approved for the project and must adhere to the funding ratio (percentage share) authorized in that approval. In other words, the amount of a claim will be determined based on the approved Government of Canada percentage or share of the total eligible expenditures incurred, up to the maximum Government of Canada contribution outlined on the application form.